Introduction

Scheduled workflows run periodically. If there is a periodic task that you must execute, all you need to do is schedule a workflow. Pick the date and time at which it must run, and you are done!

Workflows automate your tasks! By automating redundant tasks, you can concentrate on the business operations that require more of your time. 

Scheduled workflows are similar to Standard Workflows, and they have four components.

• Basic information
• Workflow trigger
• Entry Criteria
• Actions

However, what you choose to be the workflow trigger determines whether a workflow is Scheduled or Standard. 

In this article, we will focus on the workflow trigger that defines scheduled workflows. To learn about the other components of workflows, click here.

Workflow Trigger 

In Scheduled Workflow Triggers, you can select time intervals, one of the triggers for workflow execution. This feature allows you to automate actions or processes based on specific time intervals, such as hourly, daily, weekly, or monthly schedules.

After you select the time interval trigger, the workflow configuration screen displays limitations for the chosen interval (hourly, daily, and weekly limitations).

The information also includes a link to a booster pack or upgrade option. This link directs you to additional features, enhancements, or higher limits that can be unlocked through a subscription or upgrade purchase.

Buying Additional Usage Limits for your Workflows

If you have reached Workflow limits for your edition, you will receive an email with instructions to revise the conditions and keep the matching records below the threshold.

Click the Booster link to go to the Add-ons page and purchase a Booster pack. The record limits for Scheduled Workflows will increase based on the quantity you purchase.

For example, buying one booster will increase the records limit by 500 for hourly workflows, 2500 for daily workflows, 5000 for weekly workflows, and other types of workflows.

Below are the record limits for scheduled workflows:

Sales or HelpDesk Starter: 1000 records in hourly workflows, 10,000 in daily workflows, and 20,000 in weekly and other workflows.
Sales, HelpDesk, or One Professional: 2000 hourly, 20,000 daily, 30,000 weekly, and other workflows.
Sales or HelpDesk or One Enterprise: 3000 hourly, 30,000 daily, 40,000 weekly, and other workflows.

Entry Criteria

You can view the matching records in the Scheduled Workflow - Entry Criteria.

• The Click here to view matching records option allows you to view the matching records based on the ALL or ANY conditions given. 
• This option lets you preview the records that meet the specified criteria in the same workflow configuration page.
• This list allows you to review the relevant records and ensure the criteria are correctly configured before saving the workflow.

Accessing Scheduled workflows

Only Admin users can access workflows. 

Follow these steps to access Scheduled Workflows:

1. Click the User Menu on the top right corner of the screen.
2. Click the Settings button. You will land on the Settings page
3. Look for the Automation section.
4. Select Workflows.
5. Click the +New Workflow button.
6. Select Standard.
7. Enter the Basic Information about the workflow.
8. Choose Time Interval under Workflow Trigger.
9. Enter the Entry Criteria and set up Actions.
10. Click Save.

Feature Availability and Limits

This feature is available in One Professional, One Enterprise, and One Growth editions of Vtiger CRM.

Note: 

• The maximum number of Scheduled workflows that you can create in Help Desk Starter and Help Desk Professional are 10 and 20, respectively.
• In Help Desk Starter and Help Desk Professional, you can set up a maximum of 6 and 8 workflow actions per workflow, respectively.

Workflow Trigger

A workflow trigger defines when the workflow must be triggered. For scheduling, you must choose the Time Interval option and then choose the Frequency, which is the rate at which the workflow must be triggered.

You have multiple options for Frequency:

• Hourly - Runs the workflow every hour.
• Daily— Runs the workflow daily. You must pick the time at which it must run, for example, daily at 10:00 AM.
• Weekly - Runs the workflow weekly. You must pick the days and the time at which it must run. For example, on Monday and Wednesday at 10:00 AM.
• On Specific Date - Runs the workflow on a specific date that you choose. You must also choose the time at which it must run. For example, on 15-09-2020 at 10:00 AM.
• Monthly by Date - Runs the workflow monthly on the selected days. You must also choose the time at which it must run. For example, on the 1st and 28th day of the month at 11:00 AM.
• Yearly -  Runs the workflow on the selected days of the current year. You must also choose the time at which it must run. For example, on 20-09-2020, 30-10-2020, and 10-11-2020 at 12:00 PM.

Examples

Here are three examples that we have curated to help you gain clarity on the working of scheduled workflows.

Example 1: Escalate a case if it is Open for more than four hours.

This workflow runs hourly. It sends an escalation email to the Customer Support Manager if the Status of a case remains Open for more than four hours. When the Status is Open, it means the case has not been looked into since its arrival. 

Here is how you will configure the workflow for the situation mentioned above.

Step 1: Accessing scheduled workflows

1. Click the User Menu on the top right corner of the screen.
2. Click the Settings button.
3. Look for the Automation section.
4. Select Workflows.
5. Click the +New Workflow button.
6. Select Standard.
7. Select Cases as the Target Module and enter other information such as workflow name, status, and description.
8. Select Time Interval under Workflow Trigger.
9. Set Frequency to Hourly.
10. Click +Add Condition under Entry Criteria.
11. Add this condition: Time Spent in Status (Hours), Open, Greater than, 4.
12. Click the Add Action drop-down and select Update Fields.
13. Enter the Action Title. For example, Escalate Case.
14. Click the +Add Record Field button.
15. Choose Assigned To from the Select Field drop-down.
16. Enter the name of the support manager in the text area on the right.
17. Click Save.

Example 2: If the invoice amount is not paid two days before the due date, email the customer.

When a customer has not paid the invoice amount, this workflow sends them a reminder email two days before the invoice due date. This helps automate your follow-up process. You can send this email once daily until the invoice due date.

1. Click the User Menu on the top right corner of the screen.
2. Click the Settings button.
3. Look for the Automation section.
4. Select Workflows.
5. Click the +New Workflow button.
6. Select Standard.
7. Select Invoices as the Target Module and enter other information such as workflow name, status, and description.
8. Select Time Interval under Workflow Trigger.
9. Set Frequency to Daily.
10. Select the time from the At Time drop-down. For example, 09:30 AM.
11. Click +Add Condition under Entry Criteria.
12. Add the following two conditions:
    1. Due Date, days later, 2
    2. Status, is not, Paid 

13. Click the Add Action drop-down and select Send Mail.

    • Note: To learn more about the Send Mail action, click here.

14. Enter the following details under the Send Email action:

• Action Title - For example, Two days to invoice due date.
• From address -  Enter the From address by clicking the text area on the right side. This is the sender of the email. You have the following options -
  • Enter a From address - Lets you enter an email address manually.
  • Helpdesk support email ID- Use the email address set up under Settings > Configuration > Email Settings as Helpdesk Email.
  • Assigned To: (Users) Primary Email - Use the email address of the user/group to whom the invoice is assigned. If the group or the user address is blank, then the CRM account owner’s email address is used as the From address.
  • Last Modified By: (Users) Primary Email - Use the email address of the user who last modified the invoice (check the Last Modified By field in the invoice record)
• Reply To address - This is the email address that customers can use to reply. You have the following options:
  • Enter a From address - Lets you enter an email address manually.
  • Helpdesk support email ID - Use the email address set up under Settings > Configuration > Email Settings as Helpdesk Email.
  • Assigned To: (Users) Primary Email - Use the email address of the user to whom the invoice is assigned.
  • Last Modified By: (Users) Primary Email - Use the email address of the user who last modified the invoice (check the Last Modified By field in the invoice record).
  • Assigned To: (Users) Reports To - This is the email address of the user to whom the case assignee reports to.
• To address - This is the customer’s primary email address. Choose Contact Name: (Contacts) Primary Email.
• Subject of the email. You can insert the invoice number in the subject by selecting the Invoice Number field.
• Information to insert in the email body from Add Record Field and General Fields.
• Email template from Add Template.
• Other details in the email body.

15. Click Save.

Example 3: Set automatic follow-ups with contacts ten days before a deal is closed.

1. Click the User Menu on the top right corner of the screen.
2. Click the Settings button.
3. Look for the Automation section.
4. Select Workflows.
5. Click the +New Workflow button.
6. Select Standard.
7. Select Deals as the Target Module and enter other information, such as workflow name, status, and description.
8. Select Time Interval under Workflow Trigger.
9. Set Frequency to Daily.
10. Select the time from the At Time drop-down. For example, 09:30 AM.
11. Click +Add Condition under Entry Criteria.
12. Add the following two conditions: 

• Expected Close Date, more than days later, 10
• Sales Stage, is not, Closed Won 

13. Click the Add Action drop-down and select Send Mail
14. Enter the following details under the Send Email action:

• Action Title - For example, Two days to invoice due date
• From address - Enter the From address by clicking the text area on the right side. This is the sender of the email. You have the following options
  • Enter a From address - Lets you enter an email address manually.
  • Helpdesk support email ID - Use the email address set up under Settings > Configuration > Email Settings as Helpdesk Email.
  • Assigned To: (Users) Primary Email - Use the email address of the user to whom the invoice is assigned.
  • Last Modified By: (Users) Primary Email - Use the email address of the user who last modified the deal (check the Last Modified By field in the deal record).
  • Created By: (Users) Primary Email - Use the email address of the user who created the deal (check the Created By field in the deal record).
• Reply To address - This is the email address that customers can use to reply. You have the same options in Reply To as in the From address. 
• To address - This is the sales rep’s primary email address. Choose Assigned To (Users) Primary Email.
• Subject of the email.
• Email template from Add Template.
• Email body.

15. Click Save.